Glossary of Government Terms

Agenda

An agenda is a list of meeting items in the order of which they will be discussed. The mayor sets the agenda but council can add items as it chooses. It is the city clerk’s responsibility to deliver the meeting agenda to each council member before the meeting.

Order of agenda items:

  1. Call to Order

  2. Invocation and Pledge to Flag

  3. Consent Agenda

  4. Items Requiring Council Action

  5. Citizen Comments

  6. Adjournment

Amendment

A change to a previously approved ordinance, resolution or motion.

Minutes

 
Minutes are the written record of a meeting. The city clerk keeps meeting minutes and sends minutes to council members for approval prior to the next regular meeting. Minutes are typically added to the consent agenda and must be approved by a majority vote.

Motion

A motion is a proposal by a commissioner that the council takes a specific action on a recommendation, resolution or ordinance, or to express itself on an issue. A motion is made by one member and must have support (a second) by another member.  Council members vote and the final vote indicates majority approval or disapproval of the motion.

Ordinance

An ordinance is an official, legislative action of the council. A proposed ordinance will be read by title or in full on at least two separate days, at either regular or special meetings of the council. Four votes are needed for approval. The action is a regulation of a general and permanent nature and is enforceable as a local law. Except as otherwise provided in the charter, every adopted ordinance is effective ten days after adoption.

The following legislative actions require an ordinance:

  • Adopt or amend an administrative code or establish, alter or abolish any city department, office or agency;

  • Provide for a fine or other penalty or establish a rule or regulation for violation of which a fine or other penalty is imposed;

  • Levy taxes, except as otherwise provided in Article V with respect to the property tax levied by adoption of the budget;

  • Grant, renew or extend a franchise;

  • Regulate the rate charged for its services by a public utility;

  • Authorize the borrowing of money;

  • Convey or lease or authorize the conveyance or lease of any lands of the city;

  • Adopt with or without amendment, ordinances proposed under the initiative power; and

  • Amend or repeal any ordinance previously adopted, except as otherwise provided in Article VI with respect to repeal or ordinances reconsidered under the referendum power.

Proclamation

A document officially recognizing an event or accomplishment by citizens or organizations.

Quorum

Voting on ordinances and resolutions is set by roll call. A majority of the council constitutes quorum, but a smaller number may adjourn. No action of the council is valid or binding unless adopted by the affirmative vote of the majority of a quorum, unless otherwise outlined in the city code.

Resolution

A resolution is an expression of the city concerning matters of administration, an expression of temporary character, or a provision for the disposition of a particular item of the administrative business of the city. Except as otherwise provided in the charter, every adopted resolution is effective ten days after adoption.

Variance

A license approved by the council to act contrary to a usual rule, such as a variance from the zoning regulations.
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